NAU Virtual I-9 FAQs

Before registering for an appointment, new employees should complete part 1 of the new hire packet online. 

1. Register for an appointment using the Virtual I-9 scheduler.  
2. As soon as possible (but at least 1 day before the appointment), submit copies of your original and unexpired I-9 verification documents to our Virtual I-9 portal. 
   1. HR will review your submission and either confirm or cancel your appointment based on the submitted documents. 
3. If all documents and information provided are accurate, you will receive an email confirmation with a link to a zoom meeting and further instructions.  

1. New employees will receive a text reminder to attend the appointment.  
2. Collect your original, unexpired documents that you submitted scans/images of to the Virtual I-9 portal. 
3. Collect the device and/or camera you will be using during the appointment. Ensure the volume is turned up and the microphone is ready for the appointment. 

1. Join the meeting via the link emailed to you. You will join in a waiting room, and the HR Agent will admit you into the room when they are ready.  
2. You will be asked to hold the documents up to a camera for an examination by the HR Agent.  
3. The HR Agent will provide any final instructions before the new employee leaves the Zoom meeting.  

All new employees to NAU who: 

• Will be working in the state of Arizona within 4 weeks of their start date, AND 
• Need to compete a new hire packet AND 
• Who have completed part 1 of their new hire packet 

If you will be working in a benefit-eligible role, your Onboarding Specialist may ask you to use a different process which will allow you to complete the I-9 at a local in-person appointment.  

Any student, part-time or graduate assistant role working full-time out of state should ask their Onboarding Specialist for guidance about how to complete the I-9.  

If you will be working in a benefit-eligible role, your Onboarding Specialist may ask you to use a different process which will allow you to complete the I-9 at a local in-person appointment.  

Any employee working in a student, part-time or graduate assistant role is eligible for the Virtual I-9 process, as long as they will be working in Arizona within 4 weeks of their start date. 

Foreign national employees who have a US Social Security Number (SSN) are eligible to use the Virtual I-9 process. They will be asked to provide needed needed documentation throughout the Virtual I-9 portal.  

Foreign national employees who don’t have a SSN must complete the Form I-9 in person.  

All new employees receive a welcome email from their Onboarding Specialist. In that email, new employees learn whether a new hire packet, including a Form I-9, is required for them. If the welcome email indicates a new hire packet is required, the new employee is required to complete an I-9 through either an in-person or online appointment.  

Supervisors will learn if an I-9 is required for their new employee in the Onboarding case submitted to the Employee Service Center. 

Before Your Start Date 

If none of the appointment slots work for you, you may need to plan to complete your I-9 at one of our in-person sites: 

• Flagstaff Human Resources 
• Phoenix Human Resources 

New employees can direct questions about completing I-9s to their Onboarding Specialists. 

After Your Start Date 

Per federal law, new employees have until the end of their third day of work to complete their I-9. For example, if Louie Lumberjack starts on Monday, June 3, Louie has until the end of work on Thursday, June 6 to complete their I-9 verification.  

If none of the Virtual I-9 appointment times work for you, you should plan to complete your I-9 at one of our in-person sites: 

• Flagstaff Human Resources 
• Phoenix Human Resources 

New employees can direct questions about completing I-9s to their Onboarding Specialists. 

Per federal law, new employees have until the end of their third day of work to complete their I-9.  

For example, if Louie Lumberjack starts on Monday, June 3, Louie has until the end of work on Thursday, June 6 to complete their I-9 verification. 

If new employees fail to complete their I-9 by that date, they will not be authorized to complete any work until their I-9 is completed. 

Contact your Onboarding Specialist with questions about completing fingerprinting

New employees and supervisors can provide feedback about this process using the Virtual I-9 Survey.  

New employees can request an appointment through our Virtual I-9 scheduler. Appointments will only be confirmed after HR receives the new employee’s original and unexpired documents via the Virtual I-9 portal. 

Before Your Start Date
Appointments are canceled usually if the documentation a new employee provided in the Virtual I-9 portal was inadequate in some way (i.e. blurry or unclear image, incorrect document type, etc.). If you have questions about why your appointment was canceled, you can review the email sent to you or ask your Onboarding Specialist.  

After Your Start Date
Appointments are canceled usually if the documentation a new employee provided in the Virtual I-9 portal was inadequate in some way (i.e. blurry or unclear image, incorrect document type, etc.). Per federal law, new employees have until the end of their third day of work to complete their I-9. (For example, if Louie Lumberjack starts on Monday, June 3, Louie has until the end of work on Thursday, June 6 to complete their I-9 verification.) 

If none of the Virtual I-9 appointment times work for you, you should plan to complete your I-9 at one of our in-person sites: 

• Flagstaff Human Resources 
• Phoenix Human Resources 

New employees can direct questions about completing I-9s to their Onboarding Specialists. 

Any new employee needing to complete an I-9 can choose to complete it virtually or in-person at one of our in-state locations: 

• Flagstaff Human Resources 
• Phoenix Human Resources 

Virtual I-9 verifications are offered by appointment only. Use the Virtual I-9 scheduler to request an appointment.  

New employees must have the original, unexpired documents they submitted to the Virtual I-9 portal physically with them to complete the videoconferencing requirement detailed in the process above.  

List of Acceptable I-9 Verification Documents 

New employees can choose to present: 

• An original, unexpired List A document OR 
• An original, unexpired List B document AND an original, unexpired List C document 

The Virtual I-9 portal will direct eligible foreign national employees to provide scans or copies of the following original and unexpired documents: 

• Passport 
• Visa 
• I-94 
• Social Security card 
• Work Authorization Document (I-20, DS-2019, EAD card, etc.) 

Employees or supervisors can direct questions about the work authorization documents to Maxim.Pitroff@nau.edu.  

Please submit your documents as a PDF, Word, JPEG or PNG file. We cannot open other file types, including HEIC files.

List of Acceptable I-9 Verification Documents 

New employees can choose to present: 

• An original, unexpired List A document OR 
• An original, unexpired List B document AND an original, unexpired List C document 

After the I-9 has been fully processed by an HR Agent, the scans or images of the documents will be permanently deleted on a regular basis. 

Call the HR Front Desk during regular business hours at 928-523-2223 for assistance with navigating the portal.